Administrative Assistant to the Educational Leadership Team

Position Title: Administrative Assistant to the Educational Leadership Team

Full-time/Part-time: Full-time, 12-month position

Classification: Non-exempt

Reports to: Principal

Supervises: None

Salary Scale: $28-$30/hour

About Presentation High School

Presentation High School is an independent Catholic college preparatory school for young women. We offer a competitive salary, comprehensive benefits, and a close-knit professional community. We seek talented and innovative professionals who have a commitment to excellence and passion for our mission.

Position Summary

The Administrative Assistant to the Educational Leadership Team (EdLT) supports the team to maintain and represent the highest standards for all aspects of the administration of Presentation initiatives and endeavors. Major responsibilities include managing the Principal’s calendar, coordinating school-wide and faculty events, and effective communication with parents, alumni, staff, and students.

Duties and Specific Responsibilities

• Supports the administrative needs of the EdLT (Principal, VP for Curriculum & Instruction, VP for Student Services, and VP for Mission and Catholic Identity).
• Provide daily coverage for the front desk receptionist during lunch, breaks, and when absent or out of the office, i.e. sick, vacation, etc.
• Provide backup assistance for Lantern Locker sales when needed.
• Coordinates and maintains the Master School Calendar. Collaborates with the EdLT to resolve any potential conflicts.
• Performs administrative assignments with minimal direction, including but not limited to maintaining the Master School calendar, arranging travel, setting appointments, and preparing special reports and projects for the EdLT.
• Proofread EdLT documents for clarity and accuracy.
• Assist in data analysis tasks to support administrative decision-making processes, including but not limited to organizing, interpreting, and presenting data in a meaningful format.
• Utilize spreadsheet software and database systems proficiently to generate reports and provide insights for administrative planning and resource allocation.
• Manage all business office processes (reimbursements, credit card reconciliation and budget planning) for EdLT members.
• Support WCEA accreditation efforts on the EdLT’s behalf.
• Collaborate with VP for Curriculum and Instruction and SJUSD to procure annual Title II funding; process paperwork and supporting documentation as needed by SJUSD.
• Plan special events and travel, including organization and execution of faculty/staff meetings, school-wide meetings, events (Back to School Night, Awards Assembly), food/beverages for meetings, dinners, and any special projects as identified by the EdLT. Work with the Main Office Receptionist to execute administrative tasks for these projects.
• Coordination and administrative support of all ad-hoc initiatives led by the Principal.
• Maintain records for all faculty meetings, including agendas, and materials.
• Create labels for all classroom and office spaces.
• Manage Subscriptions and Memberships for the Educational Leadership Team.
• Coordinate all gifts and appreciation events for faculty and staff.

Education & Experience

• Two years of college; Bachelor’s Degree preferred.
• 3 – 5 years as an administrative assistant, preferably in a school setting.

Knowledge, Skills, and Abilities

• A commitment to the Mission of Presentation High School.
• Excellent organization, verbal and written skills, as well as outstanding interpersonal skills.
• Demonstrates discretion and professionalism in all communications and interactions, ensuring the privacy and security of confidential information at all times.
• Ability to work well with students, colleagues, and parents; a willingness to be an active, enthusiastic member of the Presentation community.
• Strong proficiency in Google Suite (docs, spreadsheets).
• Familiarity with student information systems (SIS), learning management systems (LMS), and database software is highly desirable.
• Experience with Asana or other organizational tools is a plus.
• Demonstrates strong analytical skills in identifying trends, patterns, and insights from datasets.
• Commitment to equity and inclusion.

Physical Demands

The physical demands described below represent those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, Presentation High School provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets the skill, experience, education, or other requirements of the position and who can perform the essential functions of the position with or without reasonable accommodation.

• The Administrative Assistant to the Principal must be able to
• Lift and/or carry a moderate weight of 10 pounds.
• Sit, stand, walk, climb stairs, reach, and perform repetitive hand motions.
• Considerable time is spent at a desk using a computer terminal.
• Work with frequent interruptions.

Work Environment

• The work environment characteristics described below represent those an employee encounters while performing the essential functions of this job.
• Typical office environment
• Mostly indoor office environment
• Office with equipment noise
• Office with frequent interruptions

EEO Statement

Presentation High School is an Equal Opportunity employer committed to excellence through diversity and inclusion and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, status as a protected veteran, status as a qualified individual with a disability, or other protected category in accordance with applicable law. The school will provide reasonable accommodations to individuals with a disability.